Forms & Resources
Looking for the link to the new student employment system (JobX/TimesheetX)?
Bookmark this link: http://dartgo.org/studentjobs
Once on the site:
- Employers: Review the Dartmouth Supervisor Training page for pdf and video instructions.
- Student Employees: Review the Student Employee Training page for pdf and video instructions.
Student Employee Forms & Resources
- Student Employment Handbook updated 6/28/23
- JobX & TimesheetX System (Find/Apply for Jobs & Complete your Timesheets)
- Student Employee Training: access training videos and download the student employee training materials
- Quick Guide: Find a student job & get paid (pdf)
- Required Paperwork for New Student Employees
- I-9 Form
- Electronic Pay Options (Go Green!)
- Sprintax Calculus Tool (Non-Resident Tax Treaty Application)
- Student Employee Telecommuting Agreement
- Submit Late or Revised Student Timesheet
- Department of Labor Workplace posters
- Dining SWCD Agreement (March 19, 2023-March 18, 2025)
- Dining SWCD Base Rate Table, effective Fall 24
- Problem Resolution Process
- Student Employee & Supervisor Time Reporting Responsibilities in TimesheetX
- Time Reporting Policy for Hourly Student Employees
Employer Forms & Resources
- Student Employment Handbook updated 6/28/23
- Recommended Student Hourly Rate Structure & Guidelines effective March 19, 2023
- Supervisor JobX-TimesheetX Training: access training videos and download the supervisor training materials in pdf format
- DartSmart Supervisor Training: Certificate training program which provide you with practical knowledge and skills required to effectively hire and manage student employees at Dartmouth. The sessions introduce policies, laws, operating procedures, and responsibilities of our student supervisors.
- Interview Planning Resources
- Offer Letter, Hiring Agreement & Confidentiality Agreement
- Student Employee Training Checklist
- Required Paperwork for New Student Employees
- How to Process Payments to Students
- Supervision Tips and Resources
- Historical Reporting of Hourly Student Hiring in PA Smart Form (PASF) (prior to March 19, 2023)
- Historical Jobnet position description search tool (must have jobnet number to use)
- Dining SWCD Agreement (March 19, 2023-March 18, 2025)
- Student Employee & Supervisor Time Reporting Responsibilities in TimesheetX
- Time Reporting Policy for Hourly Student Employees
Student Employment Handbook
The Student Employment Handbook (pdf) contains detailed information regarding Student Employment polices and guidelines including: student work eligibility, student pay, supervisor and employee responsibilities, how to find a job, student hiring, and timesheet entry. Employees and employers are expected to read and abide by the expectations in the handbook.
Department of Labor Workplace Posters
Federal and New Hampshire state Department of Labor workplace posters, including the National Labor Relations Board (NLRB), are available on this Human Resources page.
Student Employee Telecommuting Agreement
This online form must be completed by a student employee who has offered a position to work remotely (outside of the local area). The following requirements must be met BEFORE an employer may hire a student to work remotely:
The Student Employee must:
- be an active Dartmouth College student (not withdrawn from the institution), and
- be living within the United States (US) throughout the entirety of their remote employment this term, and
- be fully authorized to work for Dartmouth College in the US as determined by the completion of a Form I-9, and
- complete the online Student Employee Telecommuting Agreement (employer will receive email from SEO confirming that this has been completed), and
- be supervised by a Dartmouth College staff or faculty, and
- accurately records their work hours each workday within the electronic timesheet system
If these criteria are met: The employer may hire the student employee using the standard
hourly-student hiring process after receiving an emailed copy of the completed agreement
employment details entered by the student employee in the online telecommuting agreement.
Recommended Student Hourly Rate Structure & Guidelines
The SEO developed the Recommended Student Hourly Rate Structure & Guidelines for Student Wage (pdf) as a tool for employers striving to set a fair and equitable student wage. It also offers suggestions for differential rates, longevity and merit increases.
Employers may also find this 2% wage increase increment worksheet (excel) helpful.
How to Process Payments to Students
Dartmouth College faculty and staff should use the guidelines on student pay to learn how to process payments to students. Review it carefully to determine which method of student payment is appropriate. The page also defines useful terms and definitions used when compensating, awarding or reimbursing students.
Contact Student.Employment.Office@dartmouth.edu directly to discuss any requests to pay a student employee in a non-hourly manner. NOTE: Requests that do not meet the exception guidelines outlined in the How to Process Payments to Students policy will not be approved.
Offer Letter, Hiring Agreement & Confidentiality Agreement
Employers are encouraged to adapt the template documents below for their use.
- Sample offer letter and hiring agreement (MS Word) for college employers
- Approved Non-Dartmouth Work-Study employers sample offer letter and hiring agreement (MS Word)
- Confidentiality Agreement (pdf)
Historical Reporting of Hourly Student Hiring in PA Smart Form (PASF)
This document (pdf) provides instructions on how to generate a historical report of hourly student hires in the legacy Personnel Action (PA) Smart Form (PASF) student hiring system (jobs/hires prior to March 19, 2023).
I-9 Form (Employment Eligibility Verification)
By federal law, all employers must verify the employment eligibility and identity of each person hired, including U.S. citizens.
Student employees may only complete this form only after they have obtained a job; the form must be completed IN PERSON within 3 days of the start date of the job. Employees who have previously been employed on campus should already have these forms on file. Failure to complete the above steps within three days of starting work will result in suspension or termination of employment.
Electronic Pay Options (Go Green!)
All employees are strongly encouraged to make use of one or both electronic pay options outlined in the bullets below. Direct questions about these electronic pay options to the Dartmouth Payroll Office via email or phone (603- 646-2697).
- Log in to Student Employee Self-Service to set up electronic direct deposit of your paycheck and view applicable tax documents. See the Setting up Direct Deposit Guide on Payroll’s website for more information.
- Sign up for a prepaid U.S. Bank Focus debit card to receive your payroll payments.
Employees that do not set up electronic pay will have their paper paycheck sent via US mail.
Submit a Late or Corrected Student Employee Timesheet
For work performed on/after March 19, 2023: If a student employee discovers a mistake in their timesheet or needs to revise their hours for any reason, the employee must complete the Request Timesheet Edit form. Dartmouth Payroll will reopen the timesheet(s) within one business day. Employees will need to complete and submit the timesheet before the current pay period ends.
For work performed prior to March 19, 2023: If a student employee discovers a mistake in their timesheet or needs to revise their hours for any reason, the employee must complete a Late or Revised Student Timesheet (xlsx), found on Payroll's Staff and Student Time Reporting website, to correct the employee hours and pay. Refer to the correct Student Payroll Schedule to confirm which two weeks are recorded and paid together.
Changes to any past pay periods cannot be made in Kronos. Corrected timesheets will be researched and processed with the next payroll when submitted by the deadline.